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How do I Track Salesforce Stage/Status Changes in SalesScreen?

Track stage changes of key Salesforce objects like Opportunities and Leads in SalesScreen!

Written by Simon Hordvik
Updated over a week ago

You can let SalesScreen listen to Salesforce and create an activity every time a stage (Opportunity) or status (Lead) changes.
This helps you see progress, celebrate key changes, and use them in dashboards and competitions.

Examples:

  • Opportunity stage changes

  • Lead status changes

This guide works for both Opportunities and Leads. When you see “Opportunity”, you can instead choose “Lead” if that’s what you want to track.

1. Turn on history tracking in Salesforce

Step 1 – Open the object

  1. Sign in to Salesforce as an admin.

  2. Go to Setup > Object Manager.

  3. Click Opportunity (or Lead if you want to track Lead Status).

  4. Click Fields & Relationships.

  5. Click Set History Tracking.

Step 2 – Enable field history for the object

  1. Check Enable {Object} Field History (for example, “Enable Opportunity Field History”).

Step 3 – Track the Stage/Status field

  1. In the list of fields, find Stage (for Opportunities) or Status (for Leads) and make sure it is checked so old and new values are tracked.

  1. Click Save.

From now on, Salesforce will create a history record every time the stage/status changes. SalesScreen will read these history records.

2. Open Salesforce workflows in SalesScreen

  1. Sign in to SalesScreen as an admin.

  2. Go to Manage > Settings > Integrations > Manage Salesforce.

  3. Click Create new workflow and choose Normal workflow.

3. Select the Salesforce history object (Source)

  1. In the Source step of the workflow wizard, open the dropdown.

  2. Search for and select:

    • Opportunity Field History, or

    • Lead History,
      depending on what you want to track.

  3. Click Apply.

Now this workflow will read field history records from Salesforce.

4. Set the criteria (only track stage/status changes)

Add a rule so the workflow only reacts when the stage/status field changes.

In the Criteria section, add this rule:

  • Field: Changed Field

  • Operator: Is in

  • Value: StageName

This means: the workflow will only receive field history records when the Stage/Status field changes.

Clear Tex "Changed Field" IS IN StageName

Optional – also track when the record is created

If you also want SalesScreen to get an activity when the Opportunity/Lead is first created, use:

  • Value: created,StageName

(just add created before StageName, separated by a comma, no space).
​
For Opportunity Field History, you can add "opportunityCreatedFromLead" to the value as well (SaleScreen will be notified when the record is created from a Lead).

5. Map fields to an Activity Type (Destination)

  1. Go to the Destination step of the workflow wizard.

  2. Choose the Activity Type where you want to store these changes (for example, an Opportunities activity type).

Activity name

  1. Find the Activity dropdown and map it to NewValue.
    This makes the activity name equal to the new stage/status.

Main user

  1. Scroll down to Main User Id and map it to:

    • Opportunity.OwnerId (for Opportunities), or

    • Lead.OwnerId (for Leads).
      This credits the activity to the record owner.

Report date

  1. In Date Fields, map Report Date to CreatedDate so the activity time matches when the change happened.

6. Choose the tracking method

  1. At the very bottom of the Destination step, click the cogwheel next to the Save button to open Advanced options.

  1. In the Advanced Options window:

    • Give the workflow a clear description, for example:
      Opportunity Stage Changes or Lead Status Changes.

    • Choose how you want to track the changes:

      Generate individual report per activity – disabled

      • Every single change is stored, even if the Opportunity/Lead returns to a previous stage/status.

      • Example: Stage‑1 → Stage‑2 → Stage‑1

        • SalesScreen gets 3 records (two for Stage‑1, one for Stage‑2).

      Generate individual report per activity – enabled

      • Only unique stage/status values are stored per record.

      • Example: Stage‑1 → Stage‑2 → Stage‑1

        • SalesScreen gets 2 records (Stage‑1 and Stage‑2).

  1. Click OK, then click Save on the workflow.

7. What happens next?

From now on, every time the Stage (Opportunity) or Status (Lead) changes in Salesforce:

  • Salesforce creates a field history record.

  • The SalesScreen workflow reads that record on its schedule.

  • SalesScreen creates an activity with:

    • The new stage/status as the activity name (from NewValue),

    • The owner as the Main User,

    • The change time as Report Date.

You can then use these activities in dashboards, screens, and competitions to track and celebrate important stage or status changes.

OLD TEXT

In some cases we want to track, visualize and celebrate stage changes of Salesforce objects like Opportunities and Leads.


Examples

  • Opportunity Stage changes

  • Lead Status changes

This article contains parallell tutorials on how to track Opportunity Stage and Lead Status tracking.



In Salesforce

First you have to enable history tracking of the given Salesforce object, if you haven't already done so.

  1. Sign in to Salesforce as an admin and navigate to Setup > Object Manager

  2. Find and click on Opportunity OR Lead

  3. Click on Fields & Relationships and then Set History Tracking

  4. Make sure Enable {Object} History is checked

  5. Find and make sure Stage / Status is checked under the Track old and new values section

  6. Finally, save changes!

Changes to the Salesforce object's records will be tracked from now on. This enables SalesScreen to retrieve the tracking information from the Salesforce API.

In SalesScreen

Now, it's time to create an integration workflow in SalesScreen that will be tasked with reading field history records on set intervals. A field history record is created by Salesforce every time the Opportunity OR Lead Stage / Status changes.

Sign in to SalesScreen as an admin. Navigate to Manage > Settings > Integrations > Manage Salesforce.

Click on Create new workflow > Normal workflow.

Select Salesforce Object Source

In the Source step of the workflow wizard, search for and select the Opportunity Field History OR Lead History object from the dropdown menu. Click Apply.

Set the Criteria

Add the following criteria

Clear text: 

"Changed Field" IS IN StageName

This criteria means that this workflow will only receive field history records when the Stage / Status field changes

Optionally, you can include the creation event of the Salesforce object, so that SalesScreen also will be notified when the record is created - not just when its status changes:

"Changed Field" IS IN created,StageName

Simply add "created" to the value, separated by a comma (without space). For Opportunity Field History, you can add "opportunityCreatedFromLead" to the value as well (SaleScreen will be notified when the record is created from a Lead).

Map Fields

Navigate to the Destination step of the workflow creation wizard.

Choose the Activity Type that the field history records should populate to.

Find and map the Activity dropdown to the NewValue field.

Scroll down and find the Main User Id dropdown. Map it to the Opportunity OR Lead OwnerId field.

Scroll down to the bottom and map the Report Date dropdown to the CreatedDate field.

Choose Tracking Method

At the very bottom of the page, click on the cogwheel to bring up the advanced options modal.

Give the workflow a fitting description. E.g.,

{Object} Stage / Status Changes

In the advanced options modal, you can also choose the tracking method of the field history records.

  • Generate individual report per activity disabled will populate every stage/status change to SalesScreen -- even if the Opportunity/Lead has already been in that stage/status.

    • Example: If you set the Stage of an Opportunity to Stage-1, then Stage-2, and then back to Stage-1, SalesScreen will end up with 3 individual records (two records for Stage-1 and one for Stage-2).

  • Generate individual report per activity enabled will populate every unique stage/status change to SalesScreen.

    • Example: If you set the Stage of an Opportunity to Stage-1, then Stage-2, and then back to Stage-1, SalesScreen will end up with 2 individual records (one record for Stage-1 and one for Stage-2).

When you have decided the tracking method, close the modal and Save the workflow.

From now on, SalesScreen will receive a record every time the Stage / Status changes for an Opportunity / Lead record - depending on which tracking method you chose in the previous step.

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